10.16 Childcare | CWS
Georgia Division of Family and Children Services |
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Chapter: |
(10) Foster Care |
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Policy Title: |
Childcare |
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Policy Number: |
10.16 |
Previous Policy Number(s): |
N/A |
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Effective Date: |
August 2026 |
Manual Transmittal: |
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Codes/References
O.C.G.A. § 20-1A-1 Creation
45 CFR Parts 98: Child Care and Development Fund and 99: Procedure for Hearings for Child Care and Development Fund
Child Care and Development Block Grant Act § 658A
Title II of the Americans with Disabilities Act of 1990, as amended (ADA) § 504 of the Rehabilitation Act of 1973
Requirements
The Division of Family and Children Services (DFCS) will:
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Evaluate the need for child care services (less than 24 hours per day) for children in an open foster care case, including determining whether the need is for regular (ongoing and predictable) or irregular (short term or temporary) child care. This includes children:
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12 years of age or younger; or
Prioritize enrolling children under the age of five in traditional early childhood education programs licensed by the Department of Early Care and Learning (DECAL) in accordance with policy 10.17 Foster Care: Early Childhood Education. -
17 years of age or younger with qualifying special needs or case plan requiring child care as part of court-ordered supervision (see Practice Guidance: Children With Special Needs).
When the child turns 13 years old, or 18 years old with special needs or court - ordered supervision, child care services continue through the end of their eligibility period.
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Submit a referral via Georgia SHINES immediately, but no later than one business day after determining regular child care is needed to the Childcare and Parent Services (CAPS) program at DECAL for a child care program participating in the Quality Rated program.
CAPS cannot reimburse child care services incurred prior to the date DECAL receives the referral. In the event of technological problems DECAL will request that DFCS complete and submit a hard copy of the Child Welfare Child Care Services Referral Form. -
Request a DFCS Child Care Services Letter from DFCS Child Care Services for immediate child care needs, when the lack of child care services will prevent or disrupt the child’s placement.
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Use local funding (i.e., county funds, Prevention of Unnecessary Placement (PUP), Promoting Safe and Stable Families (PSSF), etc.) to pay for irregular child care services for the purpose of foster parent training.
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Submit a request for a supplemental supervision waiver to DFCS Child Care Services for:
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The use of state funds when CAPS criteria are not met; or
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Payment of irregular child care services for any purpose other than foster parent training; or
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Submit an Informal Child Care Provider Request (ICPR) Form and a CAPS Informal Provider Enrollment form to the DFCS Child Care Services program when requesting the use of an approved DECAL informal child care provider.
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Monitor the child’s participation in child care services by engaging the child, caregiver, and the child care provider in accordance with policies 10.18 Foster Care: Purposeful Contacts in Foster Care, 19.16 Case Management: Collateral Contacts and 19.17 Case Management: Service Provision.
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Work collaboratively with DECAL to support a seamless transition when a child exits foster care.
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Document all case management activities related to child care services in Georgia SHINES within 72 hours of occurrence and upload documents to External Documentation. In addition, update CAPS eligibility changes involving the child or caregiver (i.e., changes in child care provider, case closure, the child moves to a different home, etc.) within 72 hours of the change to trigger a change request to DECAL.
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Adhere to confidentiality and Health Insurance Portability and Accountability Act (HIPAA) provisions outlined in policies 2.6 Information Management: Confidentiality/Safeguarding Information and 2.5 Information Management: Health Insurance Portability and Accountability Act. Obtain a signed Authorization for Release of Information (ROI) to facilitate sharing of information, when applicable.
Procedures
Childcare Regular - (Ongoing and Predictable)
The Social Services Case Manager (SSCM) will:
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Discuss the need for child care services with caregivers prior to the child’s placement (when possible), at the time of their placement, and whenever there is an assessed need based on the child and/or caregiver’s circumstances.
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Review the child’s eligibility for CAPS (see Practice Guidance: Payment for Child Care Services for information on Childcare and Parent Services (CAPS) eligibility requirements).
Most children in DFCS custody are categorically eligible for CAPS -
Complete the required fields in the child’s Education Detail page in Georgia SHINES to transmit a referral to the CAPS program immediately, but no later than one business day after determining regular child care is needed. The following documents are required:
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Child Care Provider Information form
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Pre-K referral (if applicable)
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Child’s birth certificate
To confirm a referral was sent via Georgia SHINES, access the Person Detail page and the CAPS Update subsection displays, or view the Event List, which should indicate “CAPS Referral Sent”.
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Inform caregivers what to expect while the referral is being processed and discuss the plan for child care during that period:
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Explain that it may take five business days or more to process the child care referral.
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Advise them that if they are approved for CAPS, child care services may be covered back to the date the child care referral was received by DECAL.
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Advise them not to pay for child care out-of-pocket prior to the approval of the referral.
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Discuss interim child care arrangements while the child care referral is being processed.
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When there are changes to the child care arrangement:
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Update Georgia SHINES within 72 hours with the reason for the change, which may include:
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A child is transferred to another placement;
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A child enrolls in a different child care provider;
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Any other changes involving a child or caregiver receiving CAPS.
Refer to Practice Guidance: Children Exiting Foster Care, for information regarding when children receiving CAPS are no longer in the custody of DFCS.
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Email CAPSReferrals@decal.ga.gov, and copy dfcs.childcare@dhs.ga.gov:
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Provide the type of change needed for the child and the reason; and
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Attach a CAPS Provider Information Form to the email.
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To request a supplemental supervision waiver for use of state funds for regular child care services when CAPS criteria are not met:
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Request the County Director/Designee complete and sign the Supplemental Supervision Payment Request (SSPR) form (see Forms and Tools).
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Email the SSPR form and attach any supporting documents (i.e., copies of receipts and invoices) to DFCS Child Care Services at DFCSChildcareWaivers@dhs.ga.gov.
The DFCS Child Care Services program provides a decision within three business days of receipt of the completed SSPR form and supporting documents. -
If DFCS Child Care Services approves the request:
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Forward the approved Foster Care Invoice to the regional accounting office for payment.
The county is responsible for submitting the approved SSPR form to regional accounting for disbursement. -
Notify the provider and the caregiver of the approval.
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Upload the notification of approval in Georgia SHINES within 72 hours of receipt.
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If DFCS Child Care Services denies the request:
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Notify the provider and caregiver of the denial.
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Discuss and identify with the caregiver alternative arrangements or funding sources, as appropriate (i.e., county funds, PUP, PSSF, community resources, etc.).
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Upload the notification of denial in Georgia SHINES within 72 hours of receipt.
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Childcare - Immediate Need
The SSCM will:
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Request a DFCS Child Care Services Letter to secure child care services when the lack of child care services will prevent or disrupt the placement (i.e., the foster parent will not accept care of the child without child care services; the child care provider will not accept the child into the program without a payment source).
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Complete a CAPS referral in Georgia SHINES and confirm that it was submitted successfully on the Event List.
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Send a detailed email to DFCS Child Care Services at dfcs.childcare@dhs.ga.gov to include the following
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Case Identifiers (Child’s Name, Child’s DOB, Person ID)
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A summary of the reason(s) for the request
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A CAPS Provider Information Form
The DFCS Child Care Services Letter is generally provided by the DFCS Child Care Services program within one business day.
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Provide a copy of the DFCS Child Care Services Letter to the child care provider or the caregiver immediately upon receipt from DFCS Child Care Services.
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Upload a copy of the DFCS Child Care Services Letter in Georgia SHINES within 72 hours of receipt from DFCS Child Care Services.
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Child Care - Irregular (Short Term or Temporary)- Requesting County Funds
The SSCM will:
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Follow county procedures for requesting the use of county funds to pay for irregular child care services for the purpose of foster parent training.
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Review the Foster Care Invoice for accuracy, coding and original receipts.
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Submit the Foster Care Invoice to the approving authority for signature.
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Forward the approved Foster Care Invoice to the regional accounting office for payment.
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Request written approval from the County Director/Designee for a cash advance if the reimbursement method of payment places an undue hardship on the foster parent or kinship caregiver.
Child Care - Irregular (Short Term or Temporary) - Requesting State Funds via Supplemental Supervision Waiver
The SSCM will:
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Request the County Director/Designee complete a SSPR Form and attach any supporting documents (i.e., copies of receipts and invoices).
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Email the form to DFCS Child Care Services at DFCSChildcareWaivers@dhs.ga.gov to request a supplemental supervision waiver to use state funds to pay child care services for any irregular child care purpose other than foster parent training (see Practice Guidance: Supplemental Supervision Waiver, and Irregular Child Care).
DFCS Child Care Services provides a decision within three business days of receipt of the completed SSPR form -
Review the decision from DFCS Child Care Services and complete the following:
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If the request is approved:
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Forward the approved Foster Care Invoice to the regional accounting office for payment.
The county is responsible for submitting the approved SSPR form to regional accounting for disbursement. -
Notify the provider and caregiver of the approval, as appropriate.
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Upload the notification of approval in Georgia SHINES within 72 hours of receipt.
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If the request is denied:
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Notify the provider and caregiver of the denial, as appropriate.
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Discuss and identify with the caregiver alternative arrangements or funding sources, as appropriate (i.e., county funds, PUP, PSSF, community resources, etc.).
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Upload the notification of denial in Georgia SHINES within 72 hours of receipt.
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Child Care – Requesting Use of an Informal Child Care Provider
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Complete the ICPR form (see Forms and Tools).
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Request the prospective informal child care provider complete a CAPS Informal Provider Enrollment form.
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Obtain a copy of the prospective informal child care provider’s documents:
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Picture Identification (ID)
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Social Security Card
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Obtain a copy of the child’s current immunization record.
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Complete safety screenings on the prospective informal child care provider and all individuals in the home 18 years and older in accordance with policy 19.9 Case Management: Safety Screening. Document results on the ICPR form.
Disqualify any prospective or existing informal child care provider from serving as an informal child care provider for a child in foster care, if the individual has CPS history or safety concerns as outlined in policy 19.9 Case Management: Safety Screening or 19.10 Case Management: Analyzing CPS History. -
Complete the Caregiver Child Safety Agreement with the prospective informal child care provider (see Forms and Tools). Upload a copy of the completed form in Georgia SHINES, External Documentation.
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Complete a Caregiver Home Inspection Safety and Compliance Checklist if child care services are to be provided in the prospective informal child care provider’s home (see Forms and Tools). Upload a copy of the completed form to Georgia SHINES, External Documentation.
A Caregiver Home Inspection Safety and Compliance Checklist is not needed if child care services are provided in the foster parent or kinship caregiver’s home. -
Complete the prospective informal child care provider’s profile in Georgia’s SHINES on the Person Detail Page.
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Email the ICPR form, the CAPS Informal Provider Enrollment form completed by the prospective informal caregiver, copies of the prospective informal caregiver’s picture ID, social security card, and the child’s current immunization record to DFCS Child Care Services at dfcs.childcare@dhs.ga.gov.
The DFCS Child Care Services program will review the submitted form and documents to determine the appropriate funding source (Supplemental Supervision Waiver or DECAL – CAPS) and notify the county which funding source will be used for the informal child care provider. -
If referred to DECAL/CAPS:
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Supervision must be provided outside of the foster parent or kinship caregiver’s home to meet CAPS funding criteria.
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If approved, DECAL/CAPS will provide a copy of the CAPS scholarships to the prospective informal child care provider and the SSCM.
The CAPS scholarship effective date will be the date program eligibility requirements have been met by the informal child care provider and will be determined by DECAL. No retroactive payments will be authorized. -
If denied, the SSCM and DFCS Child Care Services will discuss other options, such as selecting another individual to become an informal childcare provider.
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If it is determined that a supplemental supervision waiver may be appropriate, then complete the following additional steps:
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Complete a National Crime Information Center (NCIC) criminal background check on the prospective informal child care provider in accordance with policy 19.8 Case Management: Criminal Records Checks.
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Obtain a copy of a current certification for First Aid including cardio pulmonary Resuscitation (CPR) from the prospective informal child care provider.
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Complete a SSPR form and submit to DFCSChildcarewaivers@dhs.ga.gov.
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If the request is denied another prospective informal child care provider will need to be identified. -
The SSS will:
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Provide guidance to the SSCM regarding evaluating the need for child care services in open foster care cases.
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Verify that a referral is submitted timely to the CAPS program at DECAL for a child care program participating in the Quality Rated program, as applicable.
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Verify that a request is submitted timely for a DFCS Child Care Services Letter from DFCS Child Care Services to secure child care services for immediate child care to prevent or disrupt the child’s placement.
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Ensure a request is made timely to utilize local funding (i.e., county funds, PUP, PSSF, etc.) to pay for irregular child care services for the purpose of foster parent training.
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Ensure a waiver the Supplemental Supervision Payment Request is submitted timely to the DFCS Child Care Services program to use state funds when CAPS criteria are not met and to pay for irregular Child Care services for any purpose other than foster parent training.
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Ensure that an ICPR Form and a CAPS Informal Provider Enrollment form are submitted timely to request the use of an approved DECAL informal child care provider.
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Ensure that a new prospective informal childcare provider is selected if denied by DECAL-CAPS.
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Review documentation in Georgia SHINES to verify that all relevant information regarding child care enrollment is completed. In addition, verify that updates are documented regarding CAPS eligibility changes involving the child or caregiver timely to trigger a change request to DECAL. This includes ensuring that all related documents are uploaded into External Documentation.
Practice Guidance
Bright from the Start: Georgia Department of Early Care and Learning (DECAL)
Bright from the Start: Georgia Department of Early Care and Learning is responsible for meeting the child care and early education needs of Georgia’s children and their families. It administers the nationally recognized Georgia’s Pre-K Program, licenses Child Care centers and home-based child care, administers Georgia’s CAPS program, implements federal nutrition programs, and manages Quality Rated, Georgia’s community powered child care rating system. DECAL also houses the Georgia Head Start Collaboration Office, distributes federal funding to enhance the quality and availability of child care, and works collaboratively with Georgia Child Care resource and referral agencies and organizations throughout the state to enhance early care and education. For more information go to decal.ga.gov.
Types of Child Care Providers
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Formal Child Care Providers: Formal providers are regulated and licensed by DECAL. The major categories of formal child care providers are:
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Family Child Care Learning Home: This program operates in a private residential home less than 24 hours per day. The operator receives pay for providing care for three to six children under 13 years of age or 18 years of age if the child meets the criteria for CAPS special needs or court-ordered supervision.
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Child Care Learning Center: This program is operated by an individual or business entity recognized under Georgia law that receives pay for group care. It cares for seven or more children under 18 years of age for less than 24 hours per day.
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Licensed-exempt Programs: Programs owned and operated by any department or agency of state, county or municipal government (i.e. afterschool programs in public schools operated by public school systems, and programs operated by city or county park and recreation departments); and Day camp programs for children five years of age and older operated between school terms, whose primary purpose is to provide organized recreational, religious or instructional activities.
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Informal Child Care Providers: Informal providers are approved relative or non-relative caregivers who care for a child in their home or the family’s home. The categories of informal child care providers are:
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DECAL Approved-CAPS Eligible - The family must verbally attest and meet one of the required reasonings for the use of an informal child care provider (see Informal Child Care Provider with DECAL/CAPS below).
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DFCS Approved-CAPS Ineligible - An approved DFCS informal child care provider is used when the foster family does not meet the CAPS criteria for an informal child care provider. The DFCS Child Care Services program will review the need for an informal child care provider with the county before approval.
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Payment for Child Care Services
Childcare and Parent Services (CAPS)
CAPS is a federally funded program and is available for most children in DFCS custody.
Per CAPS policy, children in DFCS custody are to receive priority services and are not to be denied due to a lack of funding.
Child placing agency (CPA) foster parents are entitled to the same DFCS services that DFCS approved foster parents receive.
A CPA foster parent may only receive CAPS for children in DFCS custody.
All communication regarding CAPS must come through the SSCM for verification that any children receiving CAPS are in DFCS custody.
Rates must not exceed the amount the provider charges other customers who do not receive subsidies.
Examples of different types of child care are full-time, night-time, weekend, before/after school, full-day service for school-age, and part-time.
The child care must be needed on a regular, ongoing basis. If the child is in DFCS custody, the caregiver’s activity is “protecting the child,” which eliminates the need to verify employment.
Some CAPS eligibility criteria are:
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Child must reside in Georgia.
DECAL only pays for child care services within the state of Georgia. Contact DFCS Child Care Services at dfcs.childcare@dhs.ga.gov for exceptions. -
Child must be a United States (U. S.) citizen or legal resident of the U.S.
The child can receive a provisional scholarship (45 calendar days) when proof of citizenship is not available at the time of application. The most common documents used for verification of citizenships are birth certificate or hospital confirmation of birth (for additional documents that can be used for proof of citizenship (see CAPS Childcare and Parent Services (CAPS) Georgia’s Subsidy Program in Forms and Tools). If citizenship status cannot be verified by the end of the 45-day period, then the child is not eligible for CAPS. The SSCM should request a Supplemental Supervision Waiver (see Practice Guidance: Payment for Child Care Services- Supplemental Supervision Waiver). -
Child must have current immunizations.
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Child must be placed in a DFCS or CPA approved family foster home or with kinship caregivers.
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Meet age requirements.
See DECAL CAPS Policy – Eligibility Requirements for the entirety of the CAPS eligibility criteria and guidelines.
Informal Child Care Providers with DECAL - CAPS
Child care services may be provided from an informal child care provider only in any of the following situations:
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No other licensed care is available within a reasonable geographic area.
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Care is during non-traditional hours when licensed care is not available.
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The child in care meets the definition of children with disabilities.
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The child’s primary language is other than English, and no licensed provider equipped for dual language families is available within a reasonable geographic area.
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Families are impacted by transportation.
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Parental choice as it relates to religious, race, and ethnic considerations.
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Other considerations as identified by the family and approved by DECAL.
In addition to the listed DECAL requirements, DFCS requires that Children aged 0-5 who need an informal childcare provider must have an approved Early Childhood Education Waiver (see policy 10.17 Foster Care: Early Childhood Education). Children 12 months and younger do not require an approved Early Childhood Education Waiver.
To qualify for CAPS reimbursement, informal child care providers must be at least 21 years of age and may provide care for no more than two unrelated or six related children for payment. Regardless of relationship, the total number of children may not exceed six. Informal child care providers are required to enroll in the CAPS program. They may be eligible to receive CAPS reimbursement for child care services provided in their own home or in the child’s placement. However, informal child care providers who provide child care in the child’s placement may not receive CAPS reimbursement unless they are related to the child (i.e. grandparent, aunt, uncle, adult sibling) and live outside of the placement.
| Rates must be consistent with DECAL - CAPS maximum reimbursement rates for informal child care providers. The informal rate is based on the county where the provider is located (see Forms and Tools: Childcare and Parent Services (CAPS) Maximum Reimbursement Rates). |
DFCS Informal Child Care Provider
If the prospective informal provider does not meet CAPS informal provider criteria, DFCS Child Care Services will inform the county to request a DFCS Informal Child Care Provider - Payments with State Funding using a Supplemental Supervision Waiver.
A DFCS informal childcare provider must be approved prior to receiving payments for their services. The informal child care provider must meet the following criteria:
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At least 18 years of age
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No CPS history or safety concerns, that would disqualify them as a provider.
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Pass the background check
The informal child care provider can provide child care services in their own home or in the child’s placement. Although informal child care providers can provide care overnight, they cannot provide care for greater than 24 hours continuously.
Rates may be negotiated; however, the negotiated rate must not exceed $350.00 per week. Any rates over this amount must meet one of the criteria below:
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The child meets the definition of children with disabilities
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There are no other licensed care providers available in the family’s geographic area
Irregular Child Care
Irregular means short-term or temporary child care that does not occur on a routine basis.
Irregular child care is not eligible for CAPS reimbursement and is paid out of state funds. Consequently, no referral is sent to CAPS.
The use of state funds for irregular child care requires an approved waiver from DFCS Child Care Services.
| State funds are not used to reimburse foster parents for child care services associated with their training. Although child care associated with foster parent training is considered irregular child care, payment for child care services is made using county funds. |
When state funds are used, the child care services are paid out of the same program as a child’s foster care per diem (i.e. UAS Code 501(IV-E) Family Foster Care, 502 (IV-B/State) Family Foster Care, 503 Initial (TANF) Family Foster Care, etc.). See the COSTAR manual on the Field Fiscal Services website for a full description of UAS codes. Caregivers are reimbursed via the foster parent invoice process for payments made directly to the child care provider. Caregivers must attach original receipts to their monthly Foster Care Invoice (Pre-bill for CPAs) and reimbursement may not exceed Georgia’s maximum reimbursement rate.
Supplemental Supervision Waivers
Supplemental Supervision Waivers are used to request payments for reimbursement to a foster parent or child care provider for child care rates and fees when CAPS eligibility criteria are not met.
Waivers are commonly used in Interstate Compact on the Placement of Children (ICPC) cases, when the CAPS citizenship requirement is not met (i.e., a child who has undocumented status), and for services provided by a non-CAPS provider.
In addition, waivers can be requested to pay for child care when CAPS is not requested timely, the CAPS age requirement is not met, and when virtual learning is required. Non-reimbursable expenses such as field trips, school supplies, and transportation are not covered by waivers.
Parenting Youth in Care (PYC)
Child care services are beneficial for PYC maintaining custody of their child(ren). The SSCM should assist the PYC in completing the following to apply for CAPS services:
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Apply for CAPS services via Georgia Gateway at gateway.ga.gov. For the list of priority groups, see DECAL CAPS Policy – Priority Groups.
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Upload required documents to Georgia Gateway:
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Proof of identity
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Proof of citizenship
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Proof of residency
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Proof of state approved activity (see the list of state approved activities in section 6 of the DECAL CAPS Policy – Eligibility Requirements
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A CAPS Provider Information Form
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Email DFCS Child Care Services at dfcs.childcare@dhs.ga.gov the following information: Georgia Gateway CAPS T number and transaction ID’s or submit all required documents listed above (a-f)
DFCS Child Care Services notifies DECAL of PYC’s application and documents.
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Children With Special Needs
Children with disabilities 17 years of age or younger are eligible for CAPS services. Disabilities that impact learning may include:
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Intellectual disabilities
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Hearing impairments (including deafness)
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Speech or language impairments
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Visual impairments (including blindness)
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Serious emotional disturbance
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Orthopedic impairments
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Autism
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Traumatic brain injury
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Specific learning disabilities
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Other health impairments that impact the child’s learning
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Significant delays in physical, cognitive, communication, social, emotional, or adaptive development
Acceptable verification may include any of the following:
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Written diagnosis and statement of the impact on the child’s learning from a licensed medical specialist.
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An Individualized Family Service Plan (Part C of IDEA)
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An Individualized Education Service Plan (Part B, section 619, of IDEA
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An Individualized Accommodation Plan (Section 504) that indicates impact on the child’s learning.
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A Medicaid waiver for person with disabilities (Katie Beckett, NOW, or COMP)
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Proof of Supplemental Security Income for a child who is blind or disabled.
Approved CAPS funds for children with disabilities (17 years old or younger) can be used at a licensed child care learning center or family child care learning home, a CAPS-eligible exempt program, or an informal child care provider enrolled with the CAPS program.
Redetermination
DFCS and DECAL established a redetermination process that ensures children in care receive seamless child care services that promote stability through continuity of care. The process does not require any action from the SSCM. If additional information is needed for the completion of a renewal, further instructions is provided by DECAL - CAPS.
Children Exiting Foster Care
DFCS and DECAL work collaboratively to ensure a seamless process when a child exits DFCS custody. DECAL will contact the parent, caregiver, or adoptive parent to provide eligibility requirement instructions. The SSCM should ensure that the information on the parents/guardians/legal custodians is current in Georgia SHINES. The SSCM should advise the parents/guardians/legal custodians of the following minimum requirements to determine eligibility requirements for CAPS:
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Income requirement: The family’s gross income must not exceed 85% of the state median income (see CAPS Maximum Income Limits).
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Residency requirement: The family must reside in Georgia.
Contact DFCS Child Care Services at dfcs.childcare@dhs.ga.gov for support or questions.
Forms and Tools
Bright from the Start: Georgia Department of Early Care and Learning (DECAL)
Caregiver Child Safety Agreement
Caregiver Home Inspection Safety and Compliance Checklist
Childcare and Parent Services (CAPS) Georgia’s Subsidy Program
Childcare and Parent Services (CAPS) Maximum Reimbursement Rates
Childcare and Parent Services (CAPS) Policies and Procedures Manual
Child Care Provider Information
Child Welfare Child Care Services Referral Form
Informal Childcare Provider Request Form
Informal Provider Enrollment
Supplemental Supervision Payment Request Form